Learn how to do basic searches of email, and then drill down to do very specific searches, including adding multiple parameters.
- [Instructor] The search bar is located at the top, right-hand side of Outlook for Mac. The easiest way to get started is to type a word that you know is in the email that you're looking for. You'll see a filtered list directly underneath the search bar, but you'll also see that your email starts narrowing it down immediately, with your search term highlighted in yellow. You can also keep typing to see your results filter down. For example, if I'm looking for something in particular from the Landon Hotel about TechFest, an upcoming conference we have, I can continue typing.
The emails will continue to be filtered down without me having to do anything, including hitting the enter key on my keyboard. At anytime, I can clear the search and get back to my full inbox by clicking the X on the top, right-hand side of the search bar. There's more ways to search. When I click into that search folder, a new ribbon bar appears. The "search ribbon" tab. You don't have to type anything in the search bar for it to appear, all you have to do is click your mouse in there.
All the way on the left-hand side, you need to decide where you're going to search. Just the current folder that you're in, any particular sub-folder, and I'll show you how to create those later on. You can even search all mail accounts if you've added more than one, like I did with Gmail. Finally, you can search in every Outlook item, which includes calendar entries, contacts and reminders. After that, you can find messages based on a criteria of fields. If I want to filter messages from somebody, I can click "from", and choose who it's from.
For example, messages from Leslie. I can see my list change accordingly. I can also search on subject, and whether or not the email has attachments. For example, does the email have attachments or not. This is great if I know that Leslie sent me a particular attachment and I just wanna see those emails. I can even search by size. For example, if Leslie sends me a lot of things, and I'm looking for a particular large attachment, I can change it to that size.
You can also filter on other things, like who the message was sent to, when it was received, when it was sent, is it marked as important, flagged, or a particular category, which I'll show you later on. If you've spent a lot of time setting up your criteria, and think you may be searching on this again, you can save your search to use again. Click "save search", and it will appear down here in the very bottom left-hand side of the screan in the "smart folders" area.
I'll be talking about that later on, when we go over flagging mail. I'll give my search a name, I'll call it "Leslie", and hit the enter key on my keyboard. It's important to note that it's saving the search, not the search result. It's going to run a new query every time I come down here, and click inside Leslie's folder. When I'm all done, I can either click inside another folder to stop the search bar, or, if I was already in the search bar, I can click "close search" all the way on the right-hand side.
It's going to bring you back to your inbox, and it will remove that search ribbon tool bar.
- Identify why you would need to tell Outlook to allow you to input server settings manually for an email account.
- Recall the easiest way to create folders for your messages.
- Explain how to save the body of an email message as a template.
- Recognize how to allow others to book appointments with you based on your calendar settings.
- Explain what happens if you try to open a calendar you don't have permission to view.
- List the steps required to view your calendars by toggling back and forth between tabs.